Sr Exec Admin Coordinator - Oakbrook Terrace, IL
VetJobs, Villa Park, IL, United States
Senior Executive Administrative Coordinator To The Chief Operating Officer
The Senior Executive Administrative Coordinator to the Chief Operating Officer provides high-level, strategic administrative and operational support to enable effective execution of enterprise priorities. The role serves as a key liaison across cross-functional teams, ensures executive decision readiness, and manages the operating cadence of the COO Office in a fast-paced environment.
Primary Duties
Executive & Cross-Functional Coordination
Serve as a liaison among stakeholders to drive execution of deadlines and maintain visibility on initiatives impacting the COO Office.
Partner with the Chief of Staff to ensure projects are tracked and prepared for timely COO review and approval.
COO Operating Cadence & Meeting Management
Facilitate weekly and monthly operational reviews, including agenda development, note capture, and follow-up tracking.
Distribute pre-read materials in advance and attach critical documents to calendar invites to ensure executive readiness.
Track action items and maintain accountability across teams.
Executive Briefing & Decision Support
Prepare the EVP & COO for internal, board, and external meetings through concise briefs, summaries, and talking points.
Ensure information routed to the COO Office is complete, aligned, and sufficient to support timely decision-making.
Anticipate information gaps, risks, and cross-functional impacts ahead of decision points.
Executive Communications & Alignment
Draft and coordinate clear internal communications on behalf of the COO Office.
Support consistency across leadership and executive administrative teams for meeting coverage, out-of-office communications, and policy updates.
Ensure alignment of COO expectations with executive and administrative responsibilities.
Adaptability, Resilience & Priority Management
Adjust quickly to shifting priorities and urgent matters while maintaining composure and accuracy.
Balance communication of new policies with daily operational and calendar demands.
Maintain discretion and reliability during periods of high workload.
Financial Administration & Compliance
Support executive expense processing, approvals, and reconciliation activities in accordance with corporate policy and delegated authority.
Maintain audit-ready documentation and ensure compliance with applicable travel, expense, and approval policies.
Exercise discretion and accuracy when handling sensitive financial related information.
Information Management & Confidential Handling
Manage confidential executive materials, communications, and records with a high degree of discretion and professionalism.
Ensure sensitive information provided to or on behalf of the COO is accurate, complete, and shared only with appropriate stakeholders.
Maintain organized records and materials that support continuity, decision-making, and executive efficiency.
Job Scope
Supports the Chief Operating Officer for ComEd.
The Senior Executive Administrative Coordinator to the Chief Operating Officer provides high-level, strategic administrative and operational support to enable effective execution of enterprise priorities. The role serves as a key liaison across cross-functional teams, ensures executive decision readiness, and manages the operating cadence of the COO Office in a fast-paced environment.
Primary Duties
Executive & Cross-Functional Coordination
Serve as a liaison among stakeholders to drive execution of deadlines and maintain visibility on initiatives impacting the COO Office.
Partner with the Chief of Staff to ensure projects are tracked and prepared for timely COO review and approval.
COO Operating Cadence & Meeting Management
Facilitate weekly and monthly operational reviews, including agenda development, note capture, and follow-up tracking.
Distribute pre-read materials in advance and attach critical documents to calendar invites to ensure executive readiness.
Track action items and maintain accountability across teams.
Executive Briefing & Decision Support
Prepare the EVP & COO for internal, board, and external meetings through concise briefs, summaries, and talking points.
Ensure information routed to the COO Office is complete, aligned, and sufficient to support timely decision-making.
Anticipate information gaps, risks, and cross-functional impacts ahead of decision points.
Executive Communications & Alignment
Draft and coordinate clear internal communications on behalf of the COO Office.
Support consistency across leadership and executive administrative teams for meeting coverage, out-of-office communications, and policy updates.
Ensure alignment of COO expectations with executive and administrative responsibilities.
Adaptability, Resilience & Priority Management
Adjust quickly to shifting priorities and urgent matters while maintaining composure and accuracy.
Balance communication of new policies with daily operational and calendar demands.
Maintain discretion and reliability during periods of high workload.
Financial Administration & Compliance
Support executive expense processing, approvals, and reconciliation activities in accordance with corporate policy and delegated authority.
Maintain audit-ready documentation and ensure compliance with applicable travel, expense, and approval policies.
Exercise discretion and accuracy when handling sensitive financial related information.
Information Management & Confidential Handling
Manage confidential executive materials, communications, and records with a high degree of discretion and professionalism.
Ensure sensitive information provided to or on behalf of the COO is accurate, complete, and shared only with appropriate stakeholders.
Maintain organized records and materials that support continuity, decision-making, and executive efficiency.
Job Scope
Supports the Chief Operating Officer for ComEd.